Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...

 
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
Preparing for
        the School
     Census Spring
       2021 Return

English Secondary phase
                schools
applicable to 7.196 onwards

         Preparation Guide
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
Revision History
        Version                  Change Description                                  Date

        7.196 - 1.0              Initial release.                                    14/01/2021

                                       © Capita ESS Limited 2021. All rights reserved.
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                                  Corporation in the United States and/or other countries.

                            Capita Doc Ref: SC7196_SE_PREP/HBK/140121/AW

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                          Tel: 01234 838080 Fax: 01234 832036 Email: info@capita-sims.co.uk Web: www.capita-sims.co.uk
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
School Census Spring 2021 Preparation Check List
Use this check list to tick off each of the preparation tasks when they have been
completed.

Complete   Task Description

           Check with your System Administrator/Manager that you have the appropriate
           permissions to run the School Census and to record associated data (please see
           Setting SIMS Permissions on page 2).

           Upgrade to the SIMS 2020 Autumn Release (SIMS 7.196) or later as soon as possible
           to enable dry runs to be carried out (please see What Version of SIMS is Required? on
           page 3).

           Check with your System Administrator/Manager that the latest fileset version has been
           imported (please see Importing Revised Filesets for Validation and Reports on page 3).

           Carry out a dry run to determine what information needs to be updated (please see
           Why Carry out a Dry Run? on page 9).

           Check School Level information (please see Preparing School Level Information on
           page 15).

           Check school childcare information (please see Checking School Childcare Details on
           page 18).

           Ensure that leavers and re-admissions have been recorded (please see Recording
           Leavers and Re-Admissions on page 25).

           Ensure that any student records created in error have been deleted (please see
           Deleting Student Records Entered in Error on page 28).

           Check the students' basic details, e.g. name, date of birth, gender, etc. (please see
           Checking Student Details on page 21).

           Check the students' various registration details, e.g. enrolment status, admission date
           year taught in, UPN, part-time information, etc. (please see Checking Registration
           Details on page 31).

           Check the students' home address information (please see Checking Home Address
           Information on page 41).

           Check the students' eligibility for free school meals (please see Checking Free School
           Meals Eligibility on page 43).

           Check the students' ethnic and cultural information (please see Checking Ethnic and
           Cultural Information on page 45).

           Check any additional information required for the return (please see Checking
           Additional Information on page 46).

           Check Special Educational Needs information (please see Checking Special Educational
           Needs Information on page 47).

           Check exclusions information (please see Preparing Exclusions Information on page
           51).
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
Complete   Task Description

           Check attendance data (please see Preparing Termly Attendance Information on page
           52).

           Check top-up funding information (please see Updating Students with Top-Up Funding
           on page 54).

           Check adopted from care information (please see Updating Students Post Looked After
           Arrangements on page 56).

Notes
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
C|Contents
  01| Introduction .................................................................. 1
      Introduction ................................................................................... 1
      How has the School Census Spring Return Changed since Last Year?
      ....................................................................................................... 1
      Setting SIMS Permissions ............................................................... 2
      What Version of SIMS is Required? ................................................. 3
      Importing Revised Filesets for Validation and Reports ................... 3
             Before Importing the Revised Files ......................................... 4
             Importing the Revised Files .................................................... 5
      School Census Return Process Flow ................................................ 6

  02| Carrying out a Dry Run .................................................. 9
      Why Carry out a Dry Run? ............................................................... 9
      The Dry Run Process ....................................................................... 9
             Resolving Validation Errors and Checking Queries ................ 10
             Producing Detail Reports ...................................................... 12

  03| Preparing School Level Information ............................ 15
      Checking Establishment Details .................................................... 15
             Information for Academies ................................................... 17
      Checking School Telephone and Email Information ...................... 17
      Checking School Childcare Details ................................................ 18
      Collating Admission Appeals Information ..................................... 20

  04| Preparing Student Level Information .......................... 21
      Checking Student Details .............................................................. 21
      Updating Information Using the Bulk Update Routine .................. 22
             Bulk Updating Data with the Same Data Item then Editing the
             Exceptions ............................................................................ 23
             Bulk Updating Data for a Selection of Students ..................... 24
      Recording Leavers and Re-Admissions ......................................... 25
             Recording a Leaver ............................................................... 25
             Re-Admitting a Student ........................................................ 27
      Deleting Student Records Entered in Error ................................... 28
      Checking a Student’s Basic Details ............................................... 28
             Recording a Student’s Change of Surname ........................... 30
      Checking Registration Details ....................................................... 31
             Checking Enrolment Status, Admission Date and Boarder Status
             ............................................................................................. 31
             Checking Unique Pupil Numbers ........................................... 32
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
Checking Unique Learner Numbers ....................................... 33
          Checking Student's Part-Time Details ................................... 34
    Checking National Curriculum Year Groups................................... 36
          Checking the Student's Year Taught In Record ..................... 37
          Checking the Year Taught In via the Pastoral Structure by
          Curriculum Year .................................................................... 38
          Checking the Year Taught In via the Pastoral Structure for the
          Whole School ........................................................................ 40
    Checking Home Address Information ............................................ 41
    Checking Free School Meals Eligibility .......................................... 43
    Checking Ethnic and Cultural Information .................................... 45
    Checking Additional Information .................................................. 46
    Checking Special Educational Needs Information ......................... 47
    Preparing Exclusions Information................................................. 51
          Recording an Exclusion ......................................................... 51
    Preparing Termly Attendance Information.................................... 52
    Updating Students with Top-Up Funding....................................... 54
    Updating Students Post Looked After Arrangements .................... 56

05| What Next?.................................................................. 59
    Where Can I Get More Information? ............................................. 59

Index ............................................................................... 61
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
01| Introduction

01|Introduction
          Introduction .................................................................................... 1
          How has the School Census Spring Return Changed since Last
          Year? ............................................................................................... 1
          Setting SIMS Permissions ................................................................ 2
          What Version of SIMS is Required? .................................................. 3
          Importing Revised Filesets for Validation and Reports .................... 3
          School Census Return Process Flow ................................................. 6

Introduction
          This preparation guide has been produced to help to identify the most
          common tasks that need to be carried out before running the School Census
          Spring 2021 Return.
          The information in this guide applies to all LA maintained Secondary schools,
          Middle deemed Secondary schools, All-Through schools (secondary phase)
          and Pupil Referral Units (secondary phase). It also applies to Academies that
          cover the Secondary school phase and City Technology Colleges (CTCs).
          Where the information relates to a specific school phase, it is indicated in
          red, e.g. Applicable to Middle deemed Secondary schools only.

           NOTE: The content of the graphics (dates, names, etc.) displayed in this
           preparation guide are examples only of what you might expect to see
           when using SIMS to prepare for the forthcoming School Census Return.

How has the School Census Spring Return Changed since
Last Year?
          Changes to the return include the following:

School Census Spring 2021 Key Dates
               Census day 21/01/2021
               Attendance collected from the start of the Autumn term to 31/12/2020
               Exclusions collected from 13/04/2020 to 31/12/2020
               Free School Meal Eligibility collected from 02/10/2020 to 21/01/2021
               Learner Support collected from 01/08/2020 to 21/01/2021.

                                              Preparing for the School Census Spring 2021 Return               1
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
01| Introduction

Recording and Collecting Attendance Information
             Not applicable to Nursery schools
             For schools using Attendance, data will now be collected on all categories of
             school attendance, rather than just absence.
             For schools that do not use Attendance, it is now possible to record the
             following information:
                   Total number of sessions attending approved educational activity
                   (T AEA Sessions)
                   Total number of sessions unable to attend due to exceptional
                   circumstances (T Excep Sessions)
                   Total number of sessions unable to attend due to Coronavirus
                   (T Corona Sessions).

Changes to Detail Reports
             Not applicable to Nursery schools
             The Exclusions Detail report has been updated to display up to three
             exclusion reasons.
             Two new groups of attendance codes (Present and Approved Education
             Activity) have been added to the Attendance report.

Running the School Census During an Exams Embargo Period
             Applicable to Secondary, All-Through and Pupil Referral Units only
             For schools with a November exams season, it is now possible for the School
             Census to be run during an exams embargo period.

Setting SIMS Permissions
             The following permissions are applicable to users who deal with returns.

Running the Return
             To run the return, you must be a member of one of the following user
             groups in System Manager:
                   Returns Manager
                   Returns Operator.

Editing and Preparing Data
             Users who edit and prepare data must have permissions to access additional
             areas of SIMS, e.g. student details, school details, etc. These users must be
             a member of the user groups applicable to the areas they are editing
             (please see Where to find More Information about Permissions on page 3).

Permissions Required to Import a Revised Fileset
             The Import Fileset functionality enables updates to the Validation Errors
             Summary and the Summary report (derived from files supplied by the
             Statutory Body), and detail reports (provided by SIMS) to be imported into
             SIMS between SIMS releases.

    2   Preparing for the School Census Spring 2021 Return
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
01| Introduction

          To use the Import Fileset functionality (via Tools | Setups | Import
          Fileset), you must be a member of one of the following user groups in
          System Manager:
              Returns Manager
              System Manager.
          For more information about the Import Fileset functionality, please refer to
          the applicable preparation guide, which is available via the SIMS
          Documentation Centre. Click the Documentation button located on the
          top right-hand side of the SIMS Home Page.

Where to find More Information about Permissions
          Please contact your System Administrator/Manager if you are not sure
          whether you have the required permissions. For more information, please
          refer to the Managing SIMS Users, Groups and Databases handbook.
          An Excel spreadsheet describing the numerous permissions available in SIMS
          is available on the Capita Software Support Portal
          (https://support.capitasoftware.com/csm?id=kb_article_view&sysparm_article
          =KB0041224).

What Version of SIMS is Required?
          To run the return, you must have the SIMS 2020 Autumn Release (7.196)
          or later installed.
          To check which version of SIMS is installed, open SIMS and then select Help
          | About SIMS. A dialog similar to the one shown in the following graphic is
          displayed.
          The version should read 7.196 or later.

Importing Revised Filesets for Validation and Reports
          Applicable to the Personnel Officer, Returns Manager and System Manager
          The Validation Errors Summary and the Summary report are derived from
          files supplied by the Statutory Body. In addition, SIMS provides detail
          reports to enable the checking of data used to generate the return. These
          report files are initially installed automatically during the SIMS release
          upgrade.

                                     Preparing for the School Census Spring 2021 Return   3
Preparing for the School Census Spring 2021 Return - English Secondary phase schools - DAISI ...
01| Introduction

             Occasionally, additions or corrections are made to these files, after a SIMS
             release, which are required for the forthcoming return. The Import Fileset
             functionality is provided to enable these files to be imported into SIMS
             (between releases) by the Personnel Officer, Returns Manager or System
             Manager.

               NOTE: Use of the Import Fileset routine between releases is not always
               required. If updated files are available for import, a notification is
               displayed on the Capita Software Support Portal
               (https://support.capitasoftware.com/csm?id=kb_article_view&sysparm_
               article=KB0035899).

             Revised files can be:
                   downloaded from the Capita Software Support Portal
                   (https://support.capitasoftware.com/csm?id=kb_article_view&sysparm_
                   article=KB0035899) to a folder of your choice.
                   The files available for download from the portal are zipped. Once the ZIP
                   file is downloaded it should be unzipped to a folder of your choice. The
                   Import Fileset routine can then be run by a user at the school who has
                   the appropriate permissions.

                    IMPORTANT NOTE: Ensure that the Document Management Server
                    (DMS) is configured correctly before attempting to import the files.

                   authorised and deployed to schools via SOLUS3. The Import Fileset
                   routine can then be run by a user at the school who has the appropriate
                   permissions.

                    IMPORTANT NOTE: In SOLUS3, administrators must ensure that the
                    SIMS user details (SIMS username and password) and SIMS database
                    are set up in Targets.

                   For more information, please refer to the SOLUS3 for Local Authorities
                   handbook.

               TIP: To check which version of the fileset is currently in use, select
               Routines | Statutory Returns | School Census to display the Census
               Return browser. The Validation Fileset ID is displayed in the browser
               header.

Before Importing the Revised Files
             To enable the file(s) to be imported successfully, ensure that the DMS is
             configured correctly. This is achieved via Tools | Setups | Document
             Management Server. Click the Test server connection button to check if
             the specified DMS is available for use and functioning correctly.

    4   Preparing for the School Census Spring 2021 Return
01| Introduction

           If the connection is unsuccessful, check the following details:
               The Protocol field defaults to http and should not be edited.
               The Computer name should be the name/number of the PC on which
               the DMS is installed.
               The Port number is usually 8080. The number must be between 0 and
               65535.
               The Active check box must be selected, indicating that the server is in
               use.
           Click the Test server connection button again. If the DMS is now working
           correctly, click the Save button.

           Additional Resources:
           Setting up and Administering SIMS handbook

Importing the Revised Files
      1.   In SIMS, select Tools | Setups | Import Fileset to display the Import
           Fileset page, where the current fileset number is displayed.

      2.   Click the Browse button to display the Open dialog.
      3.   Navigate to the location of the downloaded fileset. The file name is made up
           of the following data fields: -StatutoryReturns-_Fileset.mfs.

            IMPORTANT NOTE: If more than one MFS file is displayed in the Open
            dialog, care should be taken to select the correct file.

      4.   Highlight the file then click the Open button. Alternatively, double-click the
           required MFS file to return to the Import Fileset page.

            NOTE: The following graphics show example data only.

           Details of the selected fileset are displayed, including the version Number
           of the fileset, the Release Date and the fileset description (Title).

                                       Preparing for the School Census Spring 2021 Return   5
01| Introduction

         5.   Click the Import Fileset button to import the fileset into the DMS.
              When the import process is finished, Import successful is displayed at the
              bottom left-hand side of the Fileset panel and you are advised to restart
              SIMS. This ensures that the newly imported data will take effect.
         6.   Click the OK button, then restart SIMS.
         7.   Run the return in the usual way.

                                                                                       Completed

School Census Return Process Flow
              The following provides a brief outline of the steps involved in producing the
              School Census Spring 2021 Return. If data has been regularly and
              accurately maintained, many of the activities in this document are
              unnecessary. However, it is advisable to check to ensure that the
              information is up-to-date.
         1.   Upgrade to the SIMS 2020 Autumn Release (7.196) or later.
         2.   Carry out one or more dry runs to identify any errors that may exist in your
              data.
         3.   Ensure that the relevant student and school data exists in SIMS and that it
              is complete and correct. Use the Bulk Update routine (Routines | Student
              | Bulk Update) to add missing or correct invalid data, if required.
         4.   Complete the information on the Census Return Details page.
         5.   Create and validate the return.
         6.   Resolve any validation errors/queries and then create and validate the
              return again.
              Continue to resolve the validation failures then repeat the Create and
              Validate routine until you are satisfied that the content of the return is
              correct.
              The detail reports and Summary report can be generated to assess the
              accuracy and completeness of the return.
         7.   Provide the Head Teacher with the latest copy of the Summary report to
              enable them to check that all information is correct before they give
              approval for authorisation of the return.
              The Summary report can be used in conjunction with the detail reports.
         8.   Once approval has been given, authorise the return (Routines | Statutory
              Returns | School Census – Authorise button).

    6   Preparing for the School Census Spring 2021 Return
01| Introduction

9.   Upload the return to the DfE COLLECT data collection website or submit it to
     your Local Authority, as applicable.

                                Preparing for the School Census Spring 2021 Return   7
01| Introduction

    8   Preparing for the School Census Spring 2021 Return
02| Carrying out a Dry Run

02|Carrying out a Dry Run
          Why Carry out a Dry Run? ................................................................ 9
          The Dry Run Process ........................................................................ 9

Why Carry out a Dry Run?
          When you have upgraded to the SIMS 2020 Autumn Release (7.196), you
          can carry out one or more dry runs of the return.
          The purpose of a dry run is to produce the Validation Errors Summary,
          which provides details about any corrections that need to be made to your
          data to make it acceptable for inclusion in the return. To ensure that you are
          aware of potential issues, it is advisable to do this as early as possible, even
          if you know that your data has not yet been fully prepared or checked.
          Whilst a significant number of errors may be generated, many of the errors
          that relate to students, e.g. language, can be fixed quickly using the Bulk
          Update routine (please see Updating Information Using the Bulk Update
          Routine on page 22).

The Dry Run Process
     1.   Select Routines | Statutory Returns | School Census to display the
          Census Return for Spring Term browser.

     2.   Select an existing School Census Folder or enter a new location in which
          the School Census files will be stored. You may wish to make this a
          temporary folder for the purpose of producing a dry run.

                                           Preparing for the School Census Spring 2021 Return         9
02| Carrying out a Dry Run

               IMPORTANT NOTE: Due to the sensitive nature of some of the data
               stored in SIMS, careful consideration should be given when specifying the
               location of any folder into which you save sensitive data, e.g. census
               returns, imported and exported CTFs, etc. You should be mindful of your
               school's responsibilities with respect to information security.
               Consider which users have access to the chosen folder, especially if the
               folder is shared on a server. Please refer to the government website for
               more information about securing your information
               (https://www.gov.uk/service-manual/technology/securing-your-information).
               If you are in any doubt, you should consult with your IT Security Officer
               before proceeding.

         3.   Click the New button to display the Census Return Details page.
         4.   By default, the return Description is displayed as School Census Spring
              2021. Edit the Description to any name that will clearly distinguish this dry
              run from the actual return, which will be generated later,
              e.g. Spring21Test.
         5.   Click the Calculate All Details button to extract the required information
              from the SIMS database and display the results in the various panels of the
              Census Return Details page.
         6.   If there is any missing or invalid data, an error message is displayed on the
              Status Bar. This data must be added/corrected before you can create and
              validate the return.
         7.   Click the Create & Validate button to start the validation process, which
              may take some time depending on the amount of data. Any missing or
              invalid data is listed in the Validation Errors Summary panel, located at
              the bottom of the page.

              Additional Resources:
              Detailed information about completing the individual panels on the
              Census Return Details page is available in the Producing the School
              Census Spring 2021 Return handbook applicable to your school phase.

Resolving Validation Errors and Checking Queries
              After creating the return file and validating the data, any errors and queries
              found are listed in the Validation Errors Summary panel.

              The Validation Errors Summary panel header displays the number of
              errors and queries found when the Create and Validate routine was run. A
              student and error search facility is also available.

   10   Preparing for the School Census Spring 2021 Return
02| Carrying out a Dry Run

The following information is provided to help with the resolution of validation
failures:
    Type - the type of validation rule.
         Failure (F displayed in red) indicates an error that must be resolved.
         Query (Q displayed in black) indicates that there are unusual data
         conditions. These should be considered and corrected, if necessary.
    Sequence - the validation error or query number.
    Message - the validation error or query message text.
    Location - the specific record in SIMS that contains the error or query.
    Solution - the SIMS menu route and/or instructions about where/how
    the error can be corrected or the query checked.

 TIP: Using the Solution hyperlinks
 When the pointer is hovered over an error or query row, it changes to a
 hand if a hyperlink is available to the area of SIMS where the problem can
 be checked.
 A hyperlink is also indicated by a hash symbol (#) preceding the Solution
 text.
 Click the required hyperlink to display the specific area in SIMS where the
 record(s) can be checked/corrected.

To assist in the viewing of errors and queries:
    When the mouse pointer is hovered over a Message, Location or
    Solution, hover help displays the entire content of that cell.
    The Student Search functionality can be used to display all errors and
    queries relating to a particular student.
    a.   Enter all or part of a UPN, student's surname or date of birth in the
         Student Search field.
    b.   Select the required record from the Student Search drop-down list
         to populate the Student Search field.
    c.   Click the Find button to display the applicable validation records.
    Use the Errors Search to display the required error or query you want
    to view. Select ALL, ERRORS, QUERIES or the required number from
    the drop-down list. The total number of rows that relate to the selected
    validation is displayed adjacent to the Error Search field.
    By default, when ALL is selected from the Errors Search drop-down
    list, the errors are displayed at the top of the list.
    The order of the items in the list can be changed by clicking the
    appropriate column heading.
    The width of the columns can be changed by dragging the dividing line
    between the column headings until the required size is achieved.
    View a summary of validation failures by clicking the Report button
    (located above the Validation Errors Summary panel, on the
    left-hand side). The report is displayed in your web browser, from where
    it can be printed or transferred to another application, if required.

                            Preparing for the School Census Spring 2021 Return   11
02| Carrying out a Dry Run

                  The report is saved automatically in the Census Folder (specified
                  previously via the census browser). The original report, which was
                  generated when the Create & Validate button was clicked is also
                  stored in this folder.
                       Your generated report file name: Validation Errors
                       Summary.HTML
                       Original report file name:
                       __
                       __ValidationErrorsSummary.HTML
                  For guidance on navigating to files on your local workstation when you
                  are working in a Hosted environment, please contact your System
                  Manager or Local Support Unit.
              Resolve as many errors and check as many queries as possible then
              revalidate the return details. Continue to resolve failures and revalidate the
              return as many times as necessary.

               NOTE: All errors must be resolved and all queries must be investigated.

              If at any point you want to hide the list of error and queries, click the Close
              button located at the top right-hand side of the Validation Errors
              Summary panel. The list is displayed again when the Create and Validate
              process is run.
              Many of the errors generated can be fixed quickly using bulk update
              functionality (via Routines | Student | Bulk Update). For more
              information, please refer to the Managing Pupil/Students handbook.

Producing Detail Reports
              Detail reports can be used to check the data stored in SIMS that has been
              used to create the return.
              The following reports are currently available, depending on your school
              phase:
                  On Roll Basic Details Report
                  Leavers Basic Details Report
                  Exclusions Report
                  Attendance Report
                  Absentees Report
                  SEN Report
                  Address Details Report
                  Free School Meal Eligibility Report
                  Learner Support Report
                  Top-up Funding Report
                  Post Looked After Arrangements Report
                  General Report
                  Class Report (not applicable to Pupil Referral Units)
                  Teenage Mothers Report (applicable to Pupil Referral Units only).

   12   Preparing for the School Census Spring 2021 Return
02| Carrying out a Dry Run

Selecting a Single Detail Report
            Select the required report from the Detail Report drop-down list, located at
            the top of the Census Return Details page. The selected report is
            generated automatically and displayed in your web browser.

Selecting Multiple Detail Reports
       1.   Select Multiple Reports from the bottom of the Detail Report drop-down
            list to display the Detail Reports dialog. By default, all detail reports are
            selected.
       2.   If any reports are not required, deselect the associated check box.
       3.   Click the Report button to generate the selected reports, which are
            displayed in your web browser.
            The reports are saved automatically in the folder specified in the Census
            Return for Spring Term browser.

             TIP: If required, the report can be transferred to a spreadsheet application,
             which enables the data to be sorted and the column order to be changed,
             etc. Right-click the report then select the required option, e.g. Export to
             Microsoft Excel, from the drop-down list.

                                                                                     Completed

                                       Preparing for the School Census Spring 2021 Return   13
02| Carrying out a Dry Run

   14   Preparing for the School Census Spring 2021 Return
03| Preparing School Level Information

03|Preparing School Level Information
        Checking Establishment Details ..................................................... 15
        Checking School Telephone and Email Information ....................... 17
        Checking School Childcare Details ................................................. 18
        Collating Admission Appeals Information ...................................... 20

Checking Establishment Details
        The following establishment details are required for the return and therefore
        need to be checked to ensure that they are recorded correctly in SIMS:
            Unique Reference Number (URN)
            School Type
            School Governance
            Intake Type.
        The following read-only items are also collected. Please contact your Local
        Support Unit if the information displayed in SIMS is incorrect.
            School Name
            LA number
            Establishment Number
            School Phase
            Curriculum Years (highest and lowest national curriculum year group).

                                      Preparing for the School Census Spring 2021 Return      15
03| Preparing School Level Information

         1.   Select Focus | School | School Details to display the School Details
              page.
         2.   Check that the details displayed in the Establishment panel are correct.
         3.   Ensure that the School Type, School Governance and Intake Type are
              displayed correctly. Select the correct value from the drop-down lists, if
              required.

               NOTE: The School Name, LA number, Establishment Number and
               School Phase were set up when SIMS was installed. If these details are
               incorrect, please contact your Local Support Unit for assistance.

         4.   Ensure that the establishment's six digit Unique Reference Number (URN)
              is entered. The number is available via the Get information about schools
              website (https://get-information-schools.service.gov.uk/), which is a
              register of schools and colleges in England.
         5.   If you have edited any information in the Establishment panel, click the
              Save button.

                                                                                   Completed

   16   Preparing for the School Census Spring 2021 Return
03| Preparing School Level Information

Information for Academies
           Academies should also ensure that the following information is recorded, if
           applicable:
               The School Type and School Governance.
               Select Academies from the applicable drop-down lists.
               The Previous Name and Date Name Changed.
               The Previous Estab Number and Earliest DOA (date of admission).
               This information is used by School Census. If the establishment number
               (DfE number) has changed for sponsor-led Academies, historical
               information is not collected and the earliest date of admission is
               reported in the School Census.
               The Previous URN Number (used by other census returns) and Date
               Number Changed.
               This information is used by the School Workforce Census. For all types
               of Academies opened in the collection period, the date that the
               establishment’s URN changed is used to determine when the academy
               was formed. Historical information is not collected from before the date
               the URN changed.

Checking School Telephone and Email Information
           The following school contact details are collected for the return and
           therefore need to be checked to ensure that they are up-to-date and
           correctly recorded in SIMS:
               School Email Address
               School Telephone Number.
      1.   Select Focus | School | School Details to display the School Details
           page.
      2.   Click the Contact Details hyperlink to display the Contact Details panel.

      3.   Ensure that a Telephone number has been recorded (including the STD
           code).
      4.   Ensure that the school’s official communications Email address has been
           recorded correctly (it must include the @ character together with a minimum
           of one full stop).
           The email address must be the account used on a regular basis. It must also
           be accessible to the Head Teacher as it might be used for future DfE
           correspondence.
      5.   Click the Save button, if changes have been made.

                                                                                    Completed

                                      Preparing for the School Census Spring 2021 Return   17
03| Preparing School Level Information

Checking School Childcare Details
              The childcare details can be recorded via the Focus menu, enabling the
              information to be maintained at any time throughout the year.
         1.   Select Focus | School | School Details to display the School Details
              page.
         2.   Click the Childcare hyperlink to display the Childcare panel, where the
              current childcare details are displayed.

         3.   Double-click one of the four existing records to display the Update
              Childcare Details dialog. Alternatively, highlight a record then click the
              Open button.

         4.   Enter the applicable details.

               IMPORTANT NOTE: To avoid validation errors, the Site and Signposted
               options must be specified for all four childcare types.

                  Type - based on the record you have opened, the type of childcare
                  being provided is displayed automatically. The four types of childcare
                  collected for the return are:
                       Before School Childcare
                       After School Childcare
                       Holiday Childcare
                       Under Fives Childcare.

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03| Preparing School Level Information

Site - select as applicable option from the drop-down list:
    Yes - select this option if childcare is being provided on the school
    premises.
    No - select this option if childcare is not being provided on the
    school premises.
Signposted - one of the following options must always be selected from
the drop-down list:
    Yes, formal arrangements including transport - select this
    option if your school has formal arrangements with another provider
    that provides childcare for your students, including transport to
    their site.
    Yes, list of providers that pick up from school - select this
    option if a list of local providers that will pick up students from the
    school to help parents is provided.
    No
    Not Known.
Opening Time - enter the time that the service becomes available (not
applicable to after school care).

 NOTE: Ensure that the time is entered in 24 hour format. A colon
 should be entered between the hours and the minutes, e.g. 07:00.

Closing Time - enter the time that the service closed (not applicable to
before school care).

 NOTE: Ensure that the time is entered in 24 hour format. A colon
 should be entered between the hours and the minutes, e.g. 17:30.

Number of Childcare Places - enter the maximum number of
childcare places that the service can provide.
Provider - select the description from the drop-down list that most
accurately describes the provider of the service:
    School
    School in Partnership (with another provider)
    Other (non-school) Provider.
Other Schools - is the service made available to children from other
schools? Select as applicable from the drop-down list:
    Yes
    No
    Unknown.
Weeks Open - enter the number of weeks for which childcare is
provided (applicable to holiday and under-fives childcare only).
Notes - notes can be added and then edited later, if required (not
collected in for the return).

                        Preparing for the School Census Spring 2021 Return    19
03| Preparing School Level Information

         5.   Click the OK button to return to the School Details page.
         6.   Repeat the process to edit other records, if required.
              Childcare provisions are included in the General detail report, which is
              available from the Detail Report drop-down list via Routines | Statutory
              Returns | School Census.

Collating Admission Appeals Information
              Applicable to Foundation, Voluntary Aided schools and Academies only

               NOTE: Academies that were Voluntary Aided or Foundation Schools at the
               time that the appeals were lodged should complete this panel.

              The admissions appeals information is collected from Secondary/Middle
              deemed Secondary and All-Through schools that are responsible for their
              own admission appeals (i.e. Voluntary Aided and Foundation schools).
              Data is required for appeals in the academic year 2019/2020, where a
              refusal to admit a student into the school was for a place during the
              academic year 2020/2021.
              The following admission appeals information is collected for the return:
                  Admission appeals lodged
                  Admission appeals withdrawn
                  Admission appeals heard by independent admissions committee
                  Admission appeals upheld by independent admissions committee
                  Admission appeals rejected by independent admissions committee.
              Admission appeals are dealt with by the LA and consequently there is no
              specific functionality in SIMS relating to this area of admissions. Therefore,
              the information must be entered manually in the Admission Appeals panel
              when completing the School Census Spring 2021 Return (via Routines |
              Statutory Returns | School Census).

              Ensure that the admission appeals information is easily accessible to the
              member of staff who will be completing the return.

                                                                                     Completed

   20   Preparing for the School Census Spring 2021 Return
04| Preparing Student Level Information

04|Preparing Student Level
        Information

        Checking Student Details ............................................................... 21
        Updating Information Using the Bulk Update Routine ................... 22
        Recording Leavers and Re-Admissions .......................................... 25
        Deleting Student Records Entered in Error .................................... 28
        Checking a Student’s Basic Details ................................................ 28
        Checking Registration Details ........................................................ 31
        Checking National Curriculum Year Groups.................................... 36
        Checking Home Address Information ............................................. 41
        Checking Free School Meals Eligibility ........................................... 43
        Checking Ethnic and Cultural Information ..................................... 45
        Checking Additional Information ................................................... 46
        Checking Special Educational Needs Information .......................... 47
        Preparing Exclusions Information.................................................. 51
        Preparing Termly Attendance Information .................................... 52
        Updating Students with Top-Up Funding ....................................... 54
        Updating Students Post Looked After Arrangements ..................... 56

Checking Student Details
        Before beginning the School Census return, ensure that all current students
        are recorded in SIMS and that as far as possible, the information is
        up-to-date and accurate. Ensure that:
            new students have been added.
            leavers have been recorded as such.

              NOTE: Ensure that a student’s first language and boarder status are
              entered before they are recorded as a leaver.

            duplicate or unwanted student records have been deleted.
            part-time details have been checked/updated.
        The following sections provide additional information and specific
        instructions on checking and completing Student Level data. Some of this
        data can be checked/updated using the Bulk Update routine (please see
        Updating Information Using the Bulk Update Routine on page 22).
        If you have upgraded to the SIMS 2020 Autumn Release (SIMS 7.196), it is
        strongly recommended that one or more dry runs are carried out to identify
        the validation errors and queries that need to be resolved (please see Why
        Carry out a Dry Run? on page 9).

                                        Preparing for the School Census Spring 2021 Return        21
04| Preparing Student Level Information

Updating Information Using the Bulk Update Routine
              To prevent validation errors from occurring, it is advisable to check your
              SIMS data for accuracy before the return is created and validated.
              Many items can be checked using the Bulk Update routine. This functionality
              enables you to search for missing or invalid data, then update in bulk. For
              example, it is possible to search for all students who do not have a First
              Language recorded against their name. From the students found, a value
              can be assigned to all or several students. This prevents the need to
              enter/change values manually for individual students.
         1.   Select Routines | Student | Bulk Update to display the Bulk update
              Student browser.

         2.   In the Bulk Update panel, select the required Group Type and Group from
              the drop-down lists.
              The Group Type indicates the type of group to list while the Group enables
              the specific group of students to be listed. For example, selecting a Group
              Type of Year Group enables a specific year to be selected from the Group
              drop-down list, such as Year 8.
              If searching for missing information, select the particular data field from the
              Group Type drop-down list, such as First Language, and then select a
              specific Group, such as .
              It is also possible to use this functionality to review the data entered for all
              the students in the school. This is achieved by selecting Year Group from
              the Group Type drop-down list and  from the Group drop-down list
              and then selecting the required Data Item.
              The following table provides some examples of the searches that can be
              carried out to identify missing data.

               Group        Group          Data Item    Comment
               Type

               Year Group   Year 8 (and    Boarder      Searches for all students in Year Group
                            above)         Status       8 and then displays the boarder status
                                                        recorded against each student's name.

               First                 First        Identifies students who do not have a
               Language                    Language     First Language recorded. Can also be
                                                        used to change existing values as
                                                        required.

               SEN Status   Education,     SEN           Lists students with a SEN Status of E
                            Health and     Provision     enabling the SEN Provision to be
                            Care Plan      Type          selected.

   22   Preparing for the School Census Spring 2021 Return
04| Preparing Student Level Information

      3.   Select the required Data Item from the drop-down list, e.g. First
           Language.
      4.   The Effective Date is the date on which the membership of the group is
           based and defaults to today’s date. In most circumstances, it is advisable to
           change this date to the start of the academic year because most data
           recorded is applicable from the start of the academic year.

      5.   Click the Search button to display the Members panel, which displays a list
           of students matching the chosen criteria and the choice of First Language
           types.

            TIPS: Use the horizontal and vertical scroll bars to view additional columns
            or rows as required. To increase the number of columns visible on the
            page, right-click any column heading and then select Narrow Columns
            from the pop-up menu.

Bulk Updating Data with the Same Data Item then Editing the
Exceptions
           Often, the most effective way of populating missing data is to fill all the
           rows with the same data item and then edit the exceptions (for example,
           depending on the ethnic range within your school).
           The following example illustrates how to set the ethnicity of all students as
           English, then edit the exceptions.

                                      Preparing for the School Census Spring 2021 Return   23
04| Preparing Student Level Information

         1.   Right-click the English data entry column header (hover over the heading to
              see the full title, if required), then select Check All from the pop-up menu.

              All the cells within that column are then populated with ticks.
              Edit the exceptions by clicking in the cell associated with the individual
              student and their status, e.g. the first language of Graham is Estonian.

         2.   Once you have made all the required changes, click the Save button to bulk
              update the records.

Bulk Updating Data for a Selection of Students
              There are two methods for selecting a number of students.
              Entering a Value for a Selection of Students
         1.   Highlight the first student you want to select, then hold down the Ctrl key
              and highlight the other required students.
         2.   Release the Ctrl key and then click one of the highlighted cells in the
              required data item column.
              A tick indicates that the student has been assigned that value.
              Entering a Value for Sequentially Listed Students
              This method can be used for assigning a value to a group of sequentially
              listed students. For example, clicking the Assigned column heading displays
              all unassigned student at the top of the list.
         1.   Highlight the first student in the group, hold down the Shift key and then
              click the last student in the group (alternatively, hold down the Shift key
              and press the Down Arrow key).
         2.   Release the Shift key, then click one of the highlighted cells in the required
              data item column.
              A tick indicates that the student has been assigned that value.

   24   Preparing for the School Census Spring 2021 Return
04| Preparing Student Level Information

Recording Leavers and Re-Admissions
           Ensure that all your leavers are taken off-roll and any returning students are
           re-admitted.
           The accuracy of student numbers can be checked by running the Population
           Analysis (Dated) report (Reports | Run Report – Focus – Student). This
           is a predefined report that gives a breakdown of the number of students
           (including numbers by gender) for each registration group in each year,
           together with a grand total.

Recording a Leaver
           The Date of Leaving is collected for all schools with the exception of
           Nursery schools.
      1.   Select Routines | Student | Leavers to display the Find Student(s)
           browser.

      2.   Ensure that the Status of On Roll is selected.
      3.   Click the Search button to display a list of all on-roll students.

      4.   Highlight the students you wish to record as leavers, then click the Select
           button. The selected students are displayed in the Students panel.

                                       Preparing for the School Census Spring 2021 Return   25
04| Preparing Student Level Information

         5.   In the Leaving Information panel, enter the Date of Leaving or click the
              Calendar button and select the required date.
              The date of leaving should be the date that the student is actually leaving
              the school, unless they are transferring from Junior/Primary phase to
              Secondary phase because Local Authorities normally specify the dates to be
              used for school transfers so that they match. If you are in any doubt, please
              contact your Local Authority for advice.

               IMPORTANT NOTE: It is recommended that Year 11 students are not
               given a Date of Leaving until it is confirmed that they will actually be
               leaving the school at the end of the Summer term and are not returning to
               Year 12.
               For students who stay on for Year 12, without a gap in learning from Year
               11, the DfE expects their Date of Admission to be the same as it was
               when the student was in Year 11. It is also expected that no date of
               leaving was recorded for the end of Year 11.

         6.   Select the Reason for Leaving from the drop-down list, e.g. Elective
              Home Education, then either:
                   highlight the students to whom this information applies (for multiple
                   selection, use the Ctrl or Shift functionality) and then click the Assign
                   to Selected button; or
                   if the information applies to all the students in the list, click the Assign
                   to All button.
         7.   Enter the Destination after Leaving, if known, then use the Assign to All
              or Assign to Selected options, as required.
         8.   Specify the Destination Institution, if known.
              a.   Click the Browse button (adjacent to the Destination Institution
                   field) to display the School Browse dialog.
              b.   Search for, then select the relevant institution. Alternatively, click the
                   New button to add a new institution.
              c.   Click the OK button(s) to return to the Leaving Information panel.
              d.   Use the Assign to All or Assign to Selected options, as required.
         9.   Enter the Destination Expected Start Date (or select the relevant date
              from the Calendar), then use the Assign to All or Assign to Selected
              options, as required.
         10. If the student is a child deemed missing in education, select the Grounds
             for Removal from the drop-down list, e.g. E - Distance, then use the
             Assign to All or Assign to Selected options, as applicable.

               IMPORTANT NOTE: To comply with the Children Missing in Education
               legislation, schools are required to record this information for all students
               on leaving the school.

         11. Select the Learning Aim Withdrawal Reason from the drop-down list,
             e.g. Personal, (applicable to Secondary, All-Through and Pupil Referral
             Units only).
              The reason for withdrawing from a Learning Aim is collected in the Autumn
              Return for any Learning Aim with the status of Withdrawn.

   26   Preparing for the School Census Spring 2021 Return
04| Preparing Student Level Information

      12. Click the Assign to All button or Assign to Selected button, as applicable.
      13. Click the Save button.

            TIPS: To remove a student from the Students list, highlight their record,
            then click the Remove button.
            To correct details enter in error, highlight the applicable student, then click
            the Clear button. This remove the details drawn from the Leaving
            Information panel for the selected student only. Re-enter the information
            as required.
            The Learning Aim Reason column remains populated after clicking the
            Clear button. However, the data is updated automatically if a different
            reason is selected and assigned.

                                                                                     Completed

Re-Admitting a Student
           Any student who leaves the school and subsequently decides to return must
           be re-admitted.

            NOTES: Do not remove the leaving date, as the student’s period of
            absence from the school will not be recorded.
            However, if a student is intending to leave but subsequently changes their
            mind and decides not to leave, the date of leaving can be removed, as
            continuous attendance has been maintained.

      1.   Select Focus | Student | Student Details to display the Find Student
           browser.
      2.   Click the New button to display the Add Student page. It is necessary to
           enter limited information here as you know that the person already exists.
      3.   Click the Continue button to display a list of Matched People, based on
           the criteria entered on the Add Student page.
      4.   Highlight the required student, then click the Open button. The following
           warning message is displayed:
           The selected student is a leaver. Do you want to re-admit the
           student?
      5.   Click the Yes button if you are certain that this is the student who should be
           re-admitted. Their details are displayed on the Student Details page.
      6.   Complete the mandatory fields (Date of birth, Gender, Year Group,
           Enrolment Status, Year Taught In and Admission Date) and check any
           other details that may have changed since they were last on-roll, such as
           their address.
      7.   Check that the original UPN is displayed.
           If it did not previously exist, generate a new UPN by clicking the button
           adjacent to the UPN field to display the Issue UPN dialog.
           Select either the Issue Permanent or Issue Temporary UPN radio
           button, then click the OK button to return to the Registration panel.
           The temporary/permanent UPN is issued on save.

                                       Preparing for the School Census Spring 2021 Return   27
04| Preparing Student Level Information

         8.   Click the Save button to re-admit the student.

               NOTE: If the student’s registration status has changed from when they
               were previously on-roll, their enrolment status should be changed via
               Routines | Student | Change Enrolment Status.

                                                                                      Completed

Deleting Student Records Entered in Error
              If there are student records that have been entered in error (such as those
              resulting in duplicates), ensure that the record is deleted, so that it is not
              included in the return. This is achieved via Routines | Student | Delete
              Student.
              After selecting the required student, you have the opportunity to review and
              print their details before deciding to delete their record permanently.

               WARNING: The deletion is irreversible; therefore, a student's record must
               only be deleted if they have been entered in error.

                                                                                      Completed

Checking a Student’s Basic Details
              Ensure that basic details for all students are up-to-date and correct. It may
              be necessary to make changes for a number of reasons, e.g. to correct
              inaccurately entered information, legal adoption, change of legal
              surname, etc.
              The following information is collected in the return:
                  Legal Forename (mandatory information in SIMS)
                  Middle Names
                  Legal Surname (mandatory information in SIMS)
                  Former Surname
                  Preferred Surname (mandatory information in SIMS)
                  Gender (mandatory information in SIMS)
                  Date of Birth (mandatory information in SIMS).

   28   Preparing for the School Census Spring 2021 Return
04| Preparing Student Level Information

1.   Select Focus | Student | Student Details to display the Find Student
     browser.
2.   Search for, then double-click the name of the required student to display the
     Student Details page.

3.   Check that all the details displayed in the Basic Details panel are
     up-to-date and correct, paying particular attention to the data collected in
     the return (listed previously).
     If a legal change (rather than a correction) is made to the Legal
     Forename, Middle Name(s) or Legal Surname, a Reason and Date of
     Change must be recorded. A List of Previous Names can be
     viewed/edited via the History button.
4.   If you want to prevent the selected student's data from being deleted by the
     Bulk Delete Student Data process, select the Protect from Bulk Data
     Deletion check box.
5.   If you have made any changes, click the Save button.

                                                                              Completed

     More Information:
     Recording a Student’s Change of Surname on page 30

                                Preparing for the School Census Spring 2021 Return   29
04| Preparing Student Level Information

Recording a Student’s Change of Surname
              It is a requirement of the return that a history of students’ previous
              surname(s) is recorded.
         1.   In the Basic Details panel, edit the student’s Legal Surname.
         2.   Click the Save button. The following message is displayed:
              Is this a correction to the name or a legal change to the student’s
              name? If it is a legal change, please select Yes.
         3.   Click the Yes button to display the Reason For Change dialog.

         4.   Select the applicable Reason for change from the drop-down list. This entry
              is optional but is recommended to maintain a complete history of name
              changes.
         5.   The Date of Change defaults to today's date but can be amended by
              clicking the Calendar button and selecting an alternative date, if required.
         6.   Click the OK button to return to the Basic Details panel.
         7.   Click the Save button.
         8.   To view a list of the student’s previous names, click the History button to
              display the Previous Names for dialog.

         9.   Click the Cancel button to return to the Basic Details panel.

                                                                                       Completed

   30   Preparing for the School Census Spring 2021 Return
04| Preparing Student Level Information

Checking Registration Details
           The following registration information is collected in the return and should
           therefore be checked and corrected, if necessary:
               Enrolment Status (mandatory information in SIMS).
               The Student area of SIMS displays read-only enrolment status
               information only. A student's enrolment status can be changed via
               Routines | Pupil | Change Enrolment Status.
               Admission Date (mandatory information in SIMS)
               Year Taught In, i.e. National Curriculum Year Group (mandatory
               information in SIMS)
               Boarder Status
               UPN
               Former UPN (this is a read-only field, which is populated automatically
               if the UPN is changed)
               Unique Learner Number
               Part-Time Details.

Checking Enrolment Status, Admission Date and Boarder Status
           The following information is collected in the return and should therefore be
           checked and corrected if necessary:
               Enrolment Status (mandatory information in SIMS)

                NOTE: SIMS uses the information in the enrolment status change log
                to determine enrolment on census day.
                Editing of Enrolment Status must be carried out via Routines |
                Student | Change Enrolment Status. PRUs can select FE College
                and Other Provider, in addition to the Enrolments Statuses available
                to non-PRU establishments.

               Admission Date (mandatory information in SIMS)
               Boarder Status.
      1.   Select Focus | Student | Student Details to display the Find Student
           browser.
      2.   Search for, then double-click the name of the required student to display the
           Student Details page.

                                      Preparing for the School Census Spring 2021 Return   31
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